Purpose of the Role:
The temporary HR administrative staff will support the organisation's digitisation efforts by scanning and digitising files for proper filing and record management. The role will also involve organising the HR shared drive, ensuring folders and documents are properly structured and labelled. In addition, the staff will be responsible for accurate data entry and maintenance of employee records in the HR system, as well as providing day-to-day HR administrative support.
Key Responsibilities:
Digitisation of HR Documents and Data Management
- Scan physical employee files and other related documents into digital format.
- Digitise council documents, meeting minutes, and related records for archival purposes.
- Ensure scanned files are accurately named, categorised, and stored in the organisation's designated digital repositories.
- Perform accurate data entry and updates of employee information in the HR system.
- Verify data accuracy and cross-check digitised records against existing files.
- Organise, index, and retrieve digitised documents as required.
- Support the secure disposal of physical documents after successful digitisation, in accordance with approved data retention and confidentiality policies.
- Handle all sensitive information with strict confidentiality and in compliance with data protection requirements.
- Carry out other administrative tasks related to the digitisation project as assigned.
HR SharePoint Project
- Support the creation and launch of SharePoint portal for employee handbook and policies.
- Support the reorganisation of HR shared folder including proper archival of old files.
HR Process Improvement Project
- Support in the drawing up of current and to be processes and creation of Standard Operating Procedures.
HR Reporting and Data Support
- Assist in the preparation and updating of monthly HR dashboards (e.g. headcount, attrition, staff movements).
- Support data consolidation for HR surveys, audits, or projects.
Other Administrative Duties
- Provide general administrative support to the HR team as assigned.
- Assist with coordination of vendor appointments and administrative arrangements for procurement.
- Provide administrative support for training programmes or HR events, including logistics coordination and related documentation.
- Perform other duties as reasonably assigned by the HR team.
Criteria:
- Able to commit for a full 6 months period.
- Prior experience in administrative support, data entry, document scanning, or records management is preferred.
- Holds ar least a GCE O Level, Diploma, or equivalent qualification.
- Strong attention to detail with a high level of accuracy.
- Organised and able to manage tasks independently with minimal supervision.
- Students who are studying in a relevant field and are able to commit for a 6-month period are welcome to apply. Work arrangements can be discussed.
